Executive Assistant

Summary

Join Hypersonix, a leading AI-driven platform revolutionizing eCommerce and retail profitability, as a proactive and strategic Executive Assistant. This virtual role will support the founder by managing scheduling, organizing events, assisting with marketing, and ensuring smooth operations. It's not a traditional administrative role; it demands discretion, professionalism, and effective multi-priority management. The position requires managing the founder's calendar, inbox, and meetings, as well as organizing events and handling administrative tasks. The ideal candidate will possess exceptional communication skills, proven experience as an Executive Assistant/Personal Assistant, and strong organizational and problem-solving abilities.

Requirements

• Education: Bachelor’s degree required
• Exceptional communication: Fluent English (written and spoken) with the ability to adapt to the founder’s tone and style
• Experience: Proven track record as on ES/PA, ideally in a startup or fast-moving environment
• Highly organised: Able to juggle multiple priorities with minimal oversight
• Tech-savvy: Quick to learn tools like Google Suite etc
• Problem solver: Spots challenges before they arise and takes action
• Trustworthy & adaptable: Can handle confidential information and adjust to shifting priorities

Responsibilities

• Manage the founder’s schedule – booking client meetings, team 1:1s, and other stakeholder check-ins
• Take ownership of the founder's calendar - prioritising the most important tasks
• Inbox management – triaging and responding to emails
• Meeting support – notetaking, tracking actions, and ensuring follow-ups happen
• Organising events – from team socials to marketing initiatives, including venue bookings, guest invites, marketing collateral, catering, speaker coordination, and budget management
• Handle admin tasks – travel bookings, meeting room reservations, insurance renewals, team anniversary gifts and more
• Support commercial initiatives – issuing contracts, liaising with industry speakers (often founders themselves) for webinars
• Occasional PA tasks – personal appointments, coordinating, etc
• Expense Management - track executive expense reports, including reconciliation of statements, Oversee invoice approvals within agreed thresholds
• Project Assistance - track project progress to ensure deadlines are met

Preferred Qualifications

• Master’s degree is preferred
• International experience: working across time zones preferred